Effective date: August 27, 2026
MortgageCRM.ca is Canadian mortgage client-management software. This Privacy Policy explains how MortgageCRM.ca handles personal information associated with member accounts and information members choose to enter into the service.
MortgageCRM.ca is responsible for personal information under its control. Questions, access or correction requests, and privacy complaints may be directed to the Privacy Officer at sales@mortgagecrm.ca. Members remain responsible for the personal information they collect from their own clients and for complying with their brokerage policies and applicable law.
We may collect account and subscription information such as name, email address, organization or brokerage name, licence information, account settings, billing status, support or feedback messages, and security/audit information. Members may enter CRM information such as client contact details, mortgage relationship information, tasks, notes, renewal dates, referral information, marketing-consent records and communication history.
Data minimization: MortgageCRM.ca is not intended to store SINs, online-banking credentials, raw payment-card information, credit reports, identity documents, tax/income documents or underwriting source documents. Members should keep those materials in brokerage-approved systems.
Information is used to provide and secure the service, authenticate accounts, maintain member workspaces, process and track subscriptions, provide requested email/calendar and CRM functions, support data export, respond to support requests, improve the service, prevent misuse, and meet legal or regulatory obligations.
Members control the client information they enter and must have appropriate authority to collect, use and disclose it. MortgageCRM.ca processes that information to provide the features requested by the member. The service is not a substitute for brokerage-mandated origination, document-storage or regulatory recordkeeping systems.
MortgageCRM.ca uses service providers to operate the service, including hosting/infrastructure and Helcim for payment processing. Raw card or bank-account credentials entered into Helcim are not stored by MortgageCRM.ca. If a member connects or configures a third-party email, calendar or similar provider, information transmitted through that integration may be processed by that provider in Canada or other countries according to the provider's own terms and privacy practices. Contact the Privacy Officer for information about current service-provider practices relevant to your information.
The CRM provides tools for members to record express or implied marketing consent, consent dates, expiry information where applicable, and unsubscribe status. Members are responsible for establishing and documenting a lawful basis before sending commercial electronic messages. MortgageCRM.ca's marketing tools are designed to exclude unsubscribed contacts and contacts that are not currently recorded as marketing-eligible.
MortgageCRM.ca uses safeguards including authenticated accounts, user-scoped records, secure session controls, password hashing, access controls, audit history and other technical and administrative measures appropriate to the service. No internet service can guarantee absolute security. Members must protect their credentials and promptly report suspected unauthorized access.
Members can review and update much of their account and CRM information within the service and can use the data-export feature to obtain a portable copy of CRM data. A cancelled member may retain access to the export function while normal CRM access is restricted. Individuals may also contact the Privacy Officer to request access to or correction of personal information held by MortgageCRM.ca, subject to applicable law.
Information is retained only as reasonably necessary to provide the service and for legitimate business, security, legal or regulatory purposes. Cancellation may restrict service access but does not necessarily cause immediate deletion, allowing a member an opportunity to export data or reactivate. When information is no longer reasonably required, it will be deleted, securely destroyed or anonymized in accordance with applicable requirements and operational backup practices.
MortgageCRM.ca investigates suspected privacy or security incidents and will take steps required by applicable law, including notification to the appropriate privacy regulator where a breach creates a legally reportable risk.
We may update this Privacy Policy as the service, providers or legal requirements change. The effective date above will be updated when material revisions are made.